How a Tier-2 Staffing Firm Cut Invoice Processing Time by 85% and Reclaimed 160 Hours Per Month
A mid-sized staffing firm was spending 10-12 days every billing cycle on manual timesheet reconciliation, with a 14% invoice error rate costing ₹65L annually. We built an intelligent document extraction and automated reconciliation pipeline.
Client
Mid-sized staffing company in Pune, 1,200 placements/month
Industry
Staffing & Workforce
Timeline
8 weeks from discovery to production
The Challenge
With 1,200 placements per month, the client's 8-person billing team was drowning in manual timesheet reconciliation. Each billing cycle took 10-12 days, errors were rampant, and collections were chronically delayed.
- 8-person team spending 10-12 days per billing cycle on reconciliation
- 14% invoice error rate causing client disputes
- ₹65L annual impact from errors and delayed collections
- Timesheets arriving in 6+ different formats (PDF, Excel, photos, emails)
- Collections delayed by average of 12 days due to disputes
The Solution
We built an intelligent document extraction pipeline that automatically reads and normalizes timesheets regardless of format, then reconciles them against placement records to generate accurate invoices.
- Multi-format document extraction (PDF, Excel, images, email attachments)
- Automated timesheet-to-placement reconciliation engine
- Exception flagging for human review (only edge cases)
- Integration with existing billing and ERP systems
- Real-time reconciliation dashboard for the finance team
- Automated discrepancy reports sent to client managers
The Results
Invoice Cycle Time
9 days → 1.5 days
Hours Reclaimed
200+ hrs/month → 40 hrs/month
Error Rate
14% → 2.3%
Collections Timeline
Baseline → 12 days sooner
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